How to Route Meetings to Different Reps Based on Client Size Using HubSpot Meeting Scheduler?

[CaioCastro]

I’m trying to implement a meeting assignment logic for my sales team (10 reps) based on the company size that prospects self-report in the meeting scheduling form.

My routing rules should look roughly like this:

For big clients:

• If reps A and B are available at the selected time:

  → Assign 50% of meetings to A and 50% to B

• If A and B are unavailable:

  → Assign 50% to C and 50% to D

For small clients:

• If reps C and D are available:

  → Assign 50% to each

• If C and D are unavailable:

  → Overflow to A or B

I need this to happen within the HubSpot meeting scheduling flow, because I depend on:

1. The meeting being automatically created on Google Calendar

2. A “meeting” engagement being registered on the contact/company record

My question is:

➡️ Is there any way to configure conditional, weighted routing logic like this directly in HubSpot meetings? We don't use Round Robin becacuse we want to prioritize the customer choosing the time. 

➡️ Or a recommended workaround that preserves calendar availability checks and auto-creation of the meeting engagement?

Any guidance or best practices would be greatly appreciated!

[karstenkoehler · Accepted solution]

Hi @CaioCastro,

Happy to help here.

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@CaioCastro wrote:

➡️ Is there any way to configure conditional, weighted routing logic like this directly in HubSpot meetings? We don't use Round Robin becacuse we want to prioritize the customer choosing the time. 

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Not like you're describing, no. Weighted distribution can be set as described here: https://app-eu1.hubspot.com/l/product-updates/?rollout=169888

Conditional options are only available through a previous form submission redirect, but not based on availability. https://knowledge.hubspot.com/forms/redirect-a-form-to-a-meeting-scheduling-page-hubspot-page-or-ext...

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@CaioCastro wrote:

➡️ Or a recommended workaround that preserves calendar availability checks and auto-creation of the meeting engagement?

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Not natively in HubSpot, no. HubSpot routing options are simply not that powerful, unfortunately.

Best regards!